1. You organize scientific or complex events
Congresses, professional conferences, and scientific events have requirements that are simply not provided for in general event tools: abstract management, multi-stage review processes, different participant groups with varying permissions and pricing, and sponsor and exhibitor management.
Converia was developed for exactly these scenarios. The processes are already mapped within the system. There is no need for workarounds, additional tools, or custom-built forms.
2. You want to reduce manual effort
Many organizers come to us from similar situations: participant data scattered across multiple lists, invoices written manually, and changes requiring coordination via email. Sometimes this is due to an in-house development within the organization's CMS or a custom app that the team has long since outgrown.
Converia bundles registration, invoicing, payment management, communication, and program planning into a single database. What used to mean multiple work steps and sources of error now runs automatically and consistently.
3. Your events have complex billing requirements
This is a point that often surprises people in conversations with prospective clients: how much is involved in congress billing that a simple ticketing solution cannot handle.
Converia supports mixed tax rates within a single event, reverse charge for international participants, and differentiated pricing structures—such as early-bird rates linked directly to the ticket type rather than as a separate ticket alongside it. While this may sound technical at first glance, in practice, it makes the difference between clean accounting and manual rework.
4. You want to map as many processes as possible in one system
Those who organize congresses today often juggle multiple tools: one for registration, one for the program, one for abstract submission, and yet another for communication. Every interface is a potential source of error.
Converia closes these gaps. A shared database means participant data does not need to be synchronized, program changes are immediately available in all relevant places, and reports are based on a consistent status.
The interplay of this data enables organizers to act quickly and effectively: for example, when it comes to reminding all accepted speakers who have not yet booked a ticket to do so. With distributed systems, this is a complicated process. In Converia, it is a matter of a few clicks.
5. Your events are recurring annual fixtures
While Converia is also very valuable for one-off events, one of the strongest reasons for choosing Converia only becomes apparent over time. Those who organize the same congress year after year build a growing system in Converia: participants have existing accounts, and interaction with the system becomes easier. Historical data is preserved, enabling profitability analyses over several years. The participant pool grows with every edition—and can be used strategically for newsletters, early-bird discounts, and communication with loyal attendees.
For professional societies and universities that manage a stable portfolio of events, this is a clear strategic advantage.
Large organizations with distributed event teams—such as universities—deliberately choose Converia to establish uniform legal standards across the entire organization, for example in accounting, data protection, and accessibility.
6. You want a partner, not just a ticketing system
Support for software questions is one thing. What many of our clients appreciate goes beyond that: the fact that we think ahead, even when the question isn't strictly about the software.
Two real-world examples:
An organizer came to us because a project partner was demanding a specific billing method that no system could handle—and threatened to end the partnership. We analyzed the situation, questioned the partner's legal assessment, and used sound arguments to show that the demand was not tenable. The problem was solved without anyone having to write invoices manually.
In another case, the legal department of a congress partner asked our client to implement a cancellation form. Instead of just doing it, we discussed whether it was even legally required. The result: it wasn't. Instead of unnecessarily opening the door to free cancellations, the client found a better solution—because we didn't just say yes.
Who is Converia for—and who is it not for?
Converia is a great choice if you:
- organize congresses, symposia, or scientific events
- manage events with complex attendee groups, pricing structures, or billing requirements
- handle multiple events per year—or are building a recurring event for the long term
- want to centralize many processes in one system
- are looking for a partner who thinks ahead
Converia is probably not the right fit if you:
- occasionally organize small events with simple ticketing
- only organize free events
- are planning an entertainment event
If this sounds like you and you would like to learn more: We would be happy to discuss whether and how Converia fits your situation.
